Best practices for permission groups

Onvio permission groups allow you to grant access separately to functionality and to contacts. For example, you can set up a permission group that only permits staff to enter time and expenses, and only for non-confidential contacts.

As you set up permission groups, keep in mind that you can add staff to more than one permission group, so you can design focused permission groups to be combined with others to grant staff all of the permissions they need to do their work. This enables you to “stack” permission groups for staff who need access to various areas of functionality for contrasting sets of contacts.

Functionality and access to contacts remain bundled together as you combine permission groups, so for example, granting access to a set of confidential contacts solely for the purpose of entering time and expenses does not grant access to those confidential contacts for other functionality. For information on how permission groups interact with each other, see How permission groups interact.

With the idea of focused permission groups in mind, you may want to set up permission groups in a manner similar to the following examples. The individual permissions that are mentioned should be set to ENABLE.

Permission group

Functionality

Data

All Staff

Onvio Setup tab:
CUSTOM

User Preferences

Documents tab:
CUSTOM

My Documents

n/a

Timekeepers

Time and Billing tab:
CUSTOM

Time & Expense

Time Monitor

Non-confidential contacts

Senior Timekeepers

Time and Billing tab:
CUSTOM

Time & Expense

Time Monitor

All (or selected) confidential contacts

Billers

Time and Billing tab:
EVERYTHING

Non-confidential contacts

Senior Billers

Time and Billing tab:
EVERYTHING

All (or selected) confidential contacts

Partners

ALL tabs:

EVERYTHING

Non-confidential contacts

All confidential contacts

The table above includes just a few examples to show the basic concept of focused permission groups that can be combined as needed. You likely will need other permission groups to provide access to tax-related functionality and/or trial balance functionality, along with other Onvio functionality.

In future releases of Onvio, the degree of control that you will be able to exercise over functionality and data will increase. For example, we will add the ability to filter contacts by office, partner, and a variety of other criteria.

The availability of some or all of these features depends on the applications your firm has licensed and the permissions your firm’s administrator has enabled for you.


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